RETENTION AND SCHEDULE DEPARTMENT: School District and Charter School REPRESENTATIVE: DIVISION: Administration TITLE: BUREAU: PHONE #: # SCHEDULE # PAGE # M700101 001 1 OF 24 SCHEDULE APPROVAL: Unless in litigation, the records covered by this schedule, upon expiration of their retention periods, will be deemed to have no continuing value to the State of New Jersey and will be disposed of as indicated in accordance with the law and regulations of the State Records Committee. This schedule will become effective on the date approved by the State Records Committee. REPRESENTATIVE SIGNATURE DATE: SECRETARY, STATE COMMITTEE SIGNATURE DATE: David F. Corso 10-15-09 Karl J. Niederer 01-14-2010 Acknowledgement Please review the attached Records Retention Schedule, making any additions, deletions or changes as necessary. Once the schedule has met your satisfaction, please sign this page as the agency representative. With this signature, you acknowledge that you have reviewed and approved this schedule. Please be advised that changes may subsequently be suggested/made to this schedule by a panel of Records Analysts at the State Records Center. If revisions are suggested/made, you will be notified of such. The schedule will then be presented to the State Records Committee for final approval. Management of Electronic Records This records retention schedule includes records series which are maintained in an electronic format. In the normal course of business, the agency will take the necessary actions to ensure: hardware and software maintenance, backup procedures, security measures, and compliance with the rules and regulations pertaining to the maintenance of public records. Any reference made herein to the process of data erasure means the process of data degaussing.
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 2 OF 24 GENERAL ADMINISTRATIVE 0001-0000 Agendas and Minutes Board of Education and General Meetings File contains but is not limited to the following: Minutes, Agendas, Resolutions, Report of the Custodian of School Monies, Report of the Treasurer, Report of the Secretary, additional financial reports, and supporting documentation. 0001-0001 Agendas and Minutes (Original) Permanent Permanent 0001-0002 Agendas and Minutes (Copy) 1 yr 0001-0003 Agendas and Minutes Rough Notes 0002-0000 0003-0000 Compulsory Education Law Notification/Complaint of Violation Notification to parents they are in violation of the Compulsory Education Law and their children must return to school. Correspondence (Hardcopy and Electronic) - Administration, Faculty, and Student Hardcopy and Email: The email backup system data and the subject-specific correspondence should be retained as long as its associated record series to ensure accessibility as per the Open Public Records Act (OPRA) and the Federal Rules of Civil Procedure with hardcopy generated as needed. 45 days or until either summary or verbatim transcripts have been approved as minutes, whichever is longer 3 yrs 0003-0001 Correspondence (Hardcopy and Electronic) General - External 3 yrs 0003-0002 Correspondence (Hardcopy and Electronic) General - Internal 1 yr 0003-0003 0300-0004 Correspondence (Hardcopy and Electronic) Policy Non-Statutory/Non- Regulatory Correspondence (Hardcopy and Electronic) - Email Backup System 25 yrs 3 yrs after system is either superseded or discontinued Archival review
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 3 OF 24 0003-0005 0004-0000 Correspondence (Hardcopy and Electronic) Routine Request for Information Not Related to the Open Public Records Act (OPRA) (Administration, Faculty, and Student) Electronic Register Contains: Department of Education generated documents which includes: monthly summaries, annual reports, labels, and supporting documentation. Periodic review 7 yrs 0005-0000 Election File 0005-0001 Election File Election Forms File pertaining to school board elections. Contains: Annual School Election (Copy), Report of Absentee Votes, Summary of Results for School Election (Copy), Tally Sheets, Notice of Election, Budget Advertisement, Canvass of Votes, Regular and Irregular Ballots, Absentee for Military and Civilian Personnel, Poll Lists, Petition for School Board Election, and correspondence. Originals are sent to the County Board of Elections and copies to the Office of the Municipal Clerk. 1 yr 0005-0002 Election File Bonding Election Report, Certificate, and Voting Authority 5 yrs 0006-0000 Legal Notices File 0006-0001 Legal Notices File Publisher s Affidavits 10 yrs 0006-0002 Legal Notices File - Official Public Meeting Notice 3 yrs 0006-0003 Legal Notices File - Legal Notice in Newspaper 7 yrs 0007-0000 Library Accession Records Permanent Permanent 0008-0000 Public Employee Occupational Safety and Health Act (PEOSHA) File (Copy) Contains the Annual Occupational Injuries and Illnesses Survey and supporting documentation. Maintained in accordance with NJAC 12:110, Subchapter 5 and NJSA 34:6A-24-28 et seq. Original is kept by the Department of Labor and Workforce Development.
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 4 OF 24 0008-0001 Public Employee Occupational Safety and Health Act (PEOSHA) File (Copy) 6 yrs 0008-0002 Public Employees Occupational Safety and Health Act File (PEOSHA) (Additional Copy) 0009-0000 Recordings of School Board Meetings (Audio and Video) 3 yrs 45 days or until summary or verbatim transcripts have been approved as minutes, whichever is longer Erase 0010-0000 School Ethics Commission File 0010-0001 0010-0002 0010-0003 School Ethics Commission File Financial, Personal, and Relative Disclosure Statement and Mandatory Training Certificate (Copy) Annual submission from school officials to the Executive County Superintendent. Original is kept by the Executive County Superintendent of Schools and a copy by the School Ethics Commission. School Ethics Commission File - Conflict of Interest Questionnaire (Copy) Original maintained by the School Ethics Commission. Request for Approval for Attendance at Events State Ethics Commission (NJAC 19:61-6) 6 yrs 6 yrs 6 yrs 0011-0000 School Board Members Report to Executive County Superintendent 1 yr 0012-0000 Subject File Administrative and General 0012-0001 Subject File - Administrative Subject file of a Superintendent, Business Administrator, and Principal pertaining to the administrative aspects of their offices including policy, procedure, organization, programs, fiscal, and personnel matters. File includes: correspondence, minutes (copy), reports, speeches, and supporting documentation. 4 yrs 0012-0002 Subject File General 3 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 5 OF 24 0013-0000 0014-0000 Worker and Community Right to Know Act File (Copy) File is maintained in accordance with the Worker and Community Right to Know Act, L. 1983, C. 315, N.J.S.A. 34: 5A-1 et seq. Original is kept by the Department of Health and Senior Services. Copies are kept by the Department of Environmental Protection, the County Health Department, the County Clerk, and the Local Government Fire and Police Departments. File contains but is not limited to the following: Hazardous Substance Fact Sheet, Hazardous Substance Training Data, Material Safety Data Sheet (MSDS), and Right to Know Survey/Inventory. Consultant File File reflecting the findings of a professional consultant hired by a school district. File may contain but is not limited to: work-papers; financial documents; needs analysis, studies documents; surveys; questionnaires; statistics; correspondence; and preliminary, interim, and final reports. 30 yrs 0014-0001 Consultant File Final Report Permanent Permanent 0014-0002 Consultant File Contract 7 yrs after termination of contract 0014-0003 Consultant File Financial Documents 7 yrs 0014-0004 Consultant File Work papers and Support File 3 yrs 0015-0000 0015-0001 0015-0002 Records Retention and Disposition File Division of Archives and Records Management (DARM) Records Retention and Disposition File Records Retention Schedule (Copy) Original retained by the Department of State, Division of Archives and Records Management. Records Retention and Disposition File Request and Authorization for Records Disposal (Copy) Original retained by the Department of State, Division of Archives and Records Management. As updated Permanent Permanent
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 6 OF 24 0015-0003 0015-0004 0016-0000 Records Retention and Disposition File Microfilm/Microfiche Certification Submitted With Request and Authorization for Records Disposal (Copy) Original retained by the Department of State, Division of Archives and Records Management. Records Retention and Disposition File Imaging Certification Submitted With Request and Authorization for Records Disposal (Copy) Original retained by the Department of State, Division of Archives and Records Management. Open Public Records Act (OPRA) File Open public records access file contains but is not limited to: OPRA Information Request Form, correspondence, and email (hardcopy printouts), response documents (copy), and relevant supporting documentation. (PL 2001, c404) Permanent Permanent Permanent Permanent 0016-0001 Open Public Records Act (OPRA) File Request Form With Fee 7 yrs 0016-0002 Open Public Records Act (OPRA) File Request Form Without Fee 3 yrs 0016-0003 Open Public Records Act (OPRA) File OPRA Complaint to the Government Records Council (GRC), Department of Community Affairs (Copy) Contains: Denial of Access Complaint (copy), Records Custodian Statement of Information (copy), OPRA Request (copy), correspondence and email (hardcopy printout), and supporting documentation. 3 yrs after resolution 0017-0000 Calendar and Meeting Schedules 3 yrs 0018-0000 Certified Mail Receipt 3 yrs 0019-0000 Hand-Deliver Receipt 0019-0001 Hand-Deliver Receipt (Original) 1 yr 0019-0002 Hand-Deliver Receipt (Copy) Periodic review
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 7 OF 24 0020-0000 0021-0000 Informational Survey General District statistical study used to gain information for the routine operation of business. News Release Information issued by state agencies for publication or broadcast. Periodic review 0021-0001 News Release (Original) Permanent Archives 0021-0002 News Release (Copy) Periodic review 0022-0000 Organization Chart 0022-0001 Organization Chart (Original) Permanent Archives 0022-0002 Organization Chart (Copy) As updated 0023-0000 Photographs and Slides Permanent Archives 0024-0000 Visitor Security Sign-In Sheet and Monitoring File 3 yrs 0025-0000 Reference File Periodic review 0026-0000 Reference Material Request Periodic review 0027-0000 Incoming Mail Log 3 yrs 0028-0000 Disaster Prevention and Recovery/Business Continuity Plans In the event of a disaster, contingency plans that identify essential personnel, equipment, and alternate space if closing a facility is deemed necessary in order to resume daily operations and mitigate the consequences of such an event. 0028-0001 Disaster Prevention and Recovery/Business Continuity Plans (Original) 3 yrs after update 0028-0002 Disaster Prevention and Recovery/Business Continuity Plans (Copy) As updated 0029-0000 Americans With Disabilities Act (ADA) Transition Plan and Self-Evaluation Plan *Microfilming recommended. 65 yrs*
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 8 OF 24 0030-0000 Fall Survey File (Copy) Certified and Non-Certified 0030-0001 0030-0002 00031-0000 0032-0000 Fall Survey File Certified Staff Data (Copy) File contains but is not limited to the following: Certificated Staff Status Report and Report of Non-Certificated Support Services. Original is sent to the Department of Education and copy is sent to the Office of the Executive County Superintendent of Schools. Note: Data may also be part of the School Report Card. Fall Survey File Non-Certified, Student, and Program Data (Copy) File contains but is not limited to the following: Consolidated Graduate Report: Follow-up of High School Graduate, Personnel Employed by New Jersey Public School Districts, Nonpublic Schools Having High Concentrations of Students from Low Income Families, Annual Report of Persons Employed in School Aide Positions. Original is sent to the Department of Education and copy is sent to the Office of the Executive County Superintendent of Schools. Note: Data may also be part of the School Report Card. Bylaws and Policies Books Approved This is a book of bylaws and policies of educational and related issues. Code of Conduct for Disciplinary Action Publication The Code of Conduct Report and its work papers. 5 yrs 5 yrs Permanent Permanent As updated 0033-0000 Policy and Advisory Statements - Administrative Permanent Permanent 0034-0000 Referendums Permanent Permanent 0035-0000 Resolutions of the School Board Permanent Permanent 0036-0000 0037-0000 District Three Year Comprehensive Equity Plan Comprehensive evaluation of a school district s goals toward fulfilling federal and state equity, affirmative action, and civil rights requirements and guidelines. A copy is kept by the Office of the Executive County Superintendent of Schools and the Department of Education. District Three Year Technology Plan Comprehensive plan detailing a school district s implementation of technology throughout the district. A copy is kept by the Department of Education. 7 yrs 7 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 9 OF 24 0038-0000 0039-0000 0040-0000 0041-0000 0042-0000 0043-0000 0044-0000 County Technology Plan School Districts County-wide committee report to the Department of Education of goals for the technology in the county s local school districts. File also includes an inventory of the hardware and software in use. A copy is kept by Department of Education. Equivalency and Waiver Applications (Copy) Request from a school district to the Department of Education to use alternative means to meet the Department s Administrative Code educational program requirements. File includes application, supporting documentation, and approval or denial letter from the Department of Education. Approvals a valid for three years. Original maintained by the Department of Education. Application for Best Practices/Star Schools (Copy) Annual application submitted for consideration to the Department of Education for recognition of exemplary programs. Original maintained by the Department of Education. Governor s School for Gifted/Exceptional Students (Copy) The file contains reference copies of memos, correspondence, work papers, and student application (copy) and evaluation forms for the Governor s School program. Original is maintained by the associated college. Governor s Teacher Recognition Program (Copy) File pertaining to the annual county-nominated teacher recognition program. File contains the nomination documents and selection panel documents. Original is kept by the Office of the Executive County Superintendent of Schools. NJ State Teacher of the Year Program (Copy) Annual county-nominated teacher recognition program. Original nonselected applicant files are maintained by the school district and the original selected applicant file is maintained by the Department of Education. Annual Report Charter Schools Copies are sent to the Department of Education, the State Board of Education, and the Office of the Executive County Superintendent of Schools. 0045-0000 Code of Ethics 7 yrs 5 yrs 3 yrs 3 yrs 7 yrs 3 yrs Permanent Permanent 0045-0001 Code of Ethics (Original) Permanent Archives 0045-0002 Code of Ethics (Copy) Periodic review
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 10 OF 24 0046-0000 General Operating Procedures Rules and regulations developed by a school district for the general operation of business. 0046-0001 General Operating Procedures (Original) Permanent Archival review 0046-0002 General Operating Procedures (Copy) Periodic review 0047-0000 Hearings Formal Policy 0047-0001 Hearings Stenotype Transcription 0047-0002 Hearings Real Time Transcription 0047-0003 Hearings Computer-Assisted Transcription 0047-0004 Hearings Audio/Video Recording 1 yr after printing of transcript 1 yr after printing of transcript 1 yr after printing of transcript 80 days or until either summary or verbatim transcript have been approved as minutes, whichever is longer 0047-0005 Hearings Transcripts (Original) Permanent Erase Archival review 0047-0006 Hearings Transcripts (Copy) Periodic review 0048-0000 Policy Statement Federal, State, and District 0048-0001 Policy Statement (Original) Permanent Archival review 0048-0002 Policy Statement (Copy) Periodic review 0049-0000 Litigation File (NJSA 2A:14-5) 20 yrs after final action 0050-0000 Testimony Testimony documents of representatives of a school district at public hearings, public meetings, trials, and other official proceedings. 10 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 11 OF 24 0051-0000 0051-0001 0051-0002 0052-0000 0053-0000 0054-0000 Application to Establish a Charter School and Renewal (Copy) Original maintained by the Department of Education and a copy by the Office of the Executive County Superintendent of Schools. Application to Establish a Charter School and Renewal (Copy) Approved Application to Establish a Charter School and Renewal (Copy) - Denied School Reorganization File A file pertaining to a school s reorganization and/or regionalization. File contains but is not limited to: feasibility study, Reorganization Notification, Reorganization Plan, Resolution, and supporting documentation. Copies are maintained by the Department of Education and the Office of the Executive County Superintendent of Schools. Middle States Association of Colleges and Schools Accreditation - Commissions on Elementary and Secondary Schools (Public and NonPublic) Middle States Accreditation is applied for by and issued to an individual Elementary, Middle, or Secondary Public or Nonpublic School to improve their foundations for student and organizational performance in the areas of: Philosophy/Mission, Governance/Leadership, School Improvement Planning, Finance, Facility, and School Climate/Organization. These areas are addressed in two major accreditation tracts: Accreditation for Growth (AFG) and Reflections on Standards of Quality (Reflections). After the initial accreditation, follow-up evaluations are performed in a ten (10) year cycle. File contains but is not limited to the following: Middle States Accreditation Approval Report, district academic program review/self evaluations, follow-up evaluations, correspondence, and supporting documentation. NOTE: Middles States Accreditation applies schools and colleges in New Jersey, New York, Pennsylvania, Delaware, Maryland, and the District of Columbia. Public Relations File File pertaining to Department of Education regulations for school district public relations policies. Contains: policies, news release, publications, and supporting documentation. (NJAC 6A:23A-5) 7 yrs 3 yrs Permanent Permanent Permanent Permanent 0054-0001 Public Relations File (Original) Permanent Permanent 0054-0002 Public Relations File (Copy) Periodic review
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 12 OF 24 PERSONNEL 0100-0000 Affirmative Action/District Three Year Comprehensive Equity Plan A comprehensive evaluation of a school district s goals toward fulfilling federal and state equity, affirmative action, and civil rights requirements and guidelines. File contains but is not limited to: Affirmative Action Plan, Annual Report on Multi Year Equality in Education, Annual Review of Progress in Implementing Affirmative Action Plans, Resolution of Equal Educational Opportunity, Affirmative Action statistical reports, and supporting documentation. A copy is sent to the Office of the Executive County Superintendent of Schools and a copy is kept by the Department of Education. 3 yrs 0101-0000 Application for Employment Persons Not Hired 3 yrs 0102-0000 Application to Hire Athletic Coach Holding Substitute Credentials Note: Approved application maintained in the Employee File. 0102-0001 Application to Hire Athletic Coach Holding Substitute Credentials Approved 6 yrs after termination of employment 0102-0002 Application to Hire Athletic Coach Holding Substitute Credentials Denied 3 yrs 0103-0000 Civil Rights Compliance (Copy) Statement of school district compliance. Original is sent to the Department of Education and a copy is sent to the Office of the Executive County Superintendent of Schools. 1 yr 0104-0000 Emergency Information Card Full Time and Part Time Employees As updated 0105-0000 Multiple Worksite Report US and NJ Departments of Labor Statistical tally of the number of employees employed and the wages paid per school and per district. 3 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 13 OF 24 0106-0000 0107-0000 Employee File Full and Part Time Employee file for Administration, Teachers, Student Interns, Student Teachers, Substitute Teachers (Credentialed), Professional, Paraprofessional, Support Staff, and Student Workers. File contains but is not limited to the following: title; position(s); salary; length of service; date and reason of separation; pension; Provisional Teacher data; Certificates (Administrative, Instructional, and Educational); Professional Growth/Improvement Plan; Mentoring, Mandated Training, Notice of Non Re-Employment; Request Before District Board of Education for Reinstatement; District Board of Education Re-Employment Decision; individual professional development plan; employee assurance statement; resume; references; transcripts; certifications; assessments; internships; performance report; continuing education; vacation request; leave of absence request; report of accumulated time; medical history; payroll notices; personnel update; summer sabbatical; summer teaching program; extra duty pay; home instructor; teacher observations; performance evaluation reports; oath of allegiance; offer of employment; acceptance or rejection of offered employment; salary notification; application of employment; application for extracurricular activities; performance objectives; employment and union agreement contracts; pension program information; employee check sheet; attendance; promotional data; teaching certification (copy); application to hire athletic coach holding substitute certification training; health care provider program enrollment/change of status card; college student intern affiliation agreement, and supporting documentation. Annual American Red Cross/YWCA Certificates - Swimming Instructor Copy is kept by the Office of the Executive County Superintendent of Schools. 6 yrs after termination of employment provided Employment History Record Card maintained; otherwise 80 yrs 3 yrs after renewal 0108-0000 Employment History Record Card Full and Part Time Staff 80 yrs 0109-0000 0110-0000 Accident Reports Employee Contained here are record copies of employee accident reports, claims, and related correspondence. Grievance File Records of employees dissatisfaction with working conditions beyond their control, but which may be subject to remedy by a supervisor. 7 yrs after final settlement
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 14 OF 24 0110-0001 Grievance File - Settlements Policy (Original) Permanent Permanent 0110-0002 Grievance File - Settlements Policy (Copy) 0110-0003 Grievance File - Settlements Routine (Original) 0110-0004 Grievance File - Settlements Routine (Copy) 0111-0000 Health Care Provider Program Information File 3 yrs after final settlement 3 yrs after final settlement 1 yr after final settlement 3 yrs after termination of program participation Archives 0112-0000 Job Vacancy Notice 3 yrs 0113-0000 0114-0000 Confidential Medical File Employee File contains employee medical documentation including but not limited to: physical fitness assessment, health history, past illness and/or injury, current health problems, medications, allergies, immunizations, height and weight, drug testing; blood pressure, pulse and respiratory rate, vision and hearing screening, and Mantoux test. Microfilming recommended. (NJAC 6A:32-6.3) (CFR 1910.1018). Credentialed Substitute Teacher List File listing the credentialed substitute teachers employed by the district. 40 yrs after termination of employment 3 yrs 0115-0000 Time Records File (Electronic and Hardcopy) 0115-0001 Time Records File - Request for Time Off - Disability, Administrative, Sick, Vacation, Maternity, and Family Leave (Original) Copy retained by the employee. 7 yrs 0115-0002 Time Records File - Application for Extended Work Hours 7 yrs 0115-0003 Time Records File - Overtime Records 7 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 15 OF 24 0115-0004 Time Records File - Time Cards/Sheets 7 yrs 0115-0005 Time Records File - Trip and Conference Requests 7 yrs 0115-0006 Time Records File Request for a Substitute Teacher Due to Absence 7 yrs 0116-0000 Americans with Disabilities Act (ADA) Transition Plan and Self Evaluation Plan 65 yrs 0117-0000 0118-0000 0119-0000 0120-0000 0121-0000 Health Insurance Portability and Accountability Act (HIPAA) of 1996 File pertaining to the privacy policies to safeguard school district employee medical information. File may contain but is not limited to: Notice of Privacy Policies Overview Letter, Notice of Privacy Policies Brochure, Participant Authorization Form, Privacy and Security Policy Guidelines, Access Request, Amendment Request, Accountability Report, Confidential Communication Request, Complaint, and supporting documentation. District Wide Mentoring Plan New Teachers District quality induction program for newly hired teaching staff. File contains: mentoring goals, needs assessment, mentor selection criteria, action plan, approval letters and supporting documentation. Copy is kept by the Office of the Executive County Superintendent of Schools. Professional Staff Development Plan - Teachers Teaching professional staff educational advancement plan and objectives. File contains: professional development goals, development opportunities, needs assessment, correspondence, development plan approval/revisions, and supporting documentation. Copy is kept by the Office of the Executive County Superintendent of Schools. Annual Report of Persons Employed in School Aide Positions Copy is kept by the Office of the Executive County Superintendent of Schools. Application for Approval of School Aide Positions (Copy) Title also given as: Application for Approved and Annual Report of Auxiliary School Personnel. Original is kept by the Office of the Executive County Superintendent of Schools. 7 yrs 6 yrs after termination of employment 6 yrs after termination of employment 3 yrs 3 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 16 OF 24 0122-0000 0123-0000 0124-0000 0125-0000 0150-0000 Seniority List: Date of Hire List of each employee and their date of hire, used to determine seniority for a staff promotion. Contract Review Checklist School Superintendent, School Assistant Superintendent, and Business Administrator File contains contract (copy) and checklist, approval/disapproval to renew contract letter - Office of the Executive County Superintendent of Schools, and supporting documentation. Copy maintained by the Office of the Executive County Superintendent of Schools. Collective Bargaining Agreement Negotiation File District-Wide Contracts File contains but is not limited to: contract (copy), negotiation notes, research data, correspondence, proposals and counterproposals, salary guides, minutes (copy), sidebar agreement, memorandum of agreement, union data, and supporting documentation. Highly Qualified Teacher Plan Faculty Educational Specialization Compliance Continuing education and specialization in compliance with Federal and State teaching certification. MONITORING Quality Assurance Annual Report (QAAR) (Copy) File Also referred to as: Public School Education Act Plan, Chapter 212 Annual Plan, School Monitoring Annual Plan, and Thorough and Efficient Education Annual Plan. Annual report of district s implementation of School-level Plan, achievement of performance level objectives, Pupil Performance Objectives, condition of educational facilities and status of mandated programs. File also contains: Comprehensive Maintenance Plan, Class Schedule; District Priorities Report; Elementary, Middle, Junior, and Senior High School Master Plan Evaluations; review checklists; and approval letters. Original is kept by the Office of the Executive County Superintendent of Schools and a copy by the Department of Education. 3 yrs 7 yrs 7 yrs after termination of agreement 7 yrs after qualification or remediation 0150-0001 Quality Assurance Annual Report (QAAR) File Final Report Permanent Permanent 0150-0002 Quality Assurance Annual Report (QAAR) File Supporting Documentation 7 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 17 OF 24 0151-0000 0151-0001 0151-0002 0152-0000 0153-0000 NJ Quality Single Accountability Continuum (NJQSAC) and Monitoring Report File A district performance review conducted in a three (3) year cycle by the Executive County Superintendent of Schools that assesses the district s status in the areas of instruction and program, fiscal, operations, personnel and governance. File contains but is not limited to the following: District Performance Review worksheets (copy), rating determinations; NJQSAC Improvement Plan; and other supportive documentation. The file may also include the Report of the Treasurer and the Report of the Secretary. Note: Previously known as Evaluation of a Local School District/Monitoring Report. NJ Quality Single Accountability Continuum (NJQSAC) - Monitoring Final Report NJ Quality Single Accountability Continuum (NJQSAC) Supporting Documentation Internal Evaluation and Action Plan (Copy) Department of Education and the Office of the Executive County Superintendent of Schools Self-study report and rating generated as a result of either the Department of Education or the Executive County Superintendent s monitoring process. Used as a guideline for adherence to curriculum, facilities, and finance operational standards. Original is sent to the Office of the Executive County Superintendent of Schools. Internal Control Vulnerability Assessment Department of the Treasury (Copy) Self-assessment questionnaire pertaining to status of division s/unit s system of internal accounting and administrative controls in areas such as security, personnel, finance, and administration. Original is kept by the Department of Education and a copy by the Office of the Executive County Superintendent of Schools and the Department of the Treasury. Permanent Permanent 7 yrs after compliance Permanent Permanent 3 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 18 OF 24 0154-0000 0154-0001 0154-0002 Special Education Program Monitoring File File pertaining to the monitoring of a school district s special education program and services to determine compliance or noncompliance with state and federal requirements. Contains: monitoring reports, work papers, self-assessment documents, annual surveys, census statistics, booklets, correspondence, pupil statistics, Special Education Improvement Plan(s) and/or Corrective Action Plan(s) (CAP). A copy is kept by the Department of Education and the Office of the Executive County Superintendent of Schools. Special Education Program Monitoring No Special Education Improvement Plan or Corrective Action Plan (CAP) Required 5 yrs Special Education Program Monitoring - Special Education Improvement Plan or Corrective Action Plan (CAP) Required 5 yrs after compliance 0155-0000 School Level Plan Pupil Performance Objectives and Statement of Assurance 7 yrs 0156-0000 0157-0000 0158-0000 0159-0000 State-Operated/Overseen School District Evaluation Report Self evaluation report pertaining to the efficiencies and inefficiencies (and the methods to correct inefficiencies) in the areas of security, personnel, finance, administration, and facility for a state-operated/overseen school. Mandatory Plan for School District Consolidation/Reorganization (Copy) Study to ascertain the feasibility and cost-effectiveness of school districts consolidating. File contains research data, recommendations, feasibility study, final report, statistics, and supporting documentation. Original maintained by the Office of the Executive County Superintendent of Schools. (NJAC 6A:23A-2.5) School Report Card Annual statistical report of a projected one-year plan of a school s academic objectives and performance including the School Report Card, Evaluation, and Worksheets. Copies are kept by the Department of Education and the Office of the Executive County Superintendent of Schools. Note: Support data obtained from the Fall Survey. District Three Year Technology Plan Comprehensive plan detailing a school district s implementation of technology throughout the district. A copy is kept by the Department of Education. 7 yrs Permanent Permanent 7 yrs 7 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 19 OF 24 0160-0000 0161-0000 0200-0000 County Technology Plan County-wide committee report to the Department of Education of goals for the technology in the county s local school districts. File also includes an inventory of the hardware and software in use. A copy is kept by Department of Education. Nonpublic School Technology Initiative Program A program authorizing aid to be paid to school districts for technology throughout the nonpublic school. The program includes administrators, information technology staff, teachers, and school library media personnel. A copy is kept by the Department of Education. REPORTS AND PUBLICATIONS School Generated Publications (Master) Contains: school-based newsletters and newspapers, publications, yearbooks, photographs, and faculty and student handbooks. 7 yrs 7 yrs Permanent Permanent 0201-0000 Reports File 0201-0001 Reports File Annual (Agency of Origin) Permanent Permanent 0201-0002 Reports File Board of Education Committee Reports - Not Recorded In Minutes Permanent Permanent 0201-0003 Reports File Semiannual, Quarterly, and Monthly 3 yrs 0201-0004 Reports File Daily 1 yr 0201-0005 Reports File Priority Reports District-Wide 10 yrs IMAGE PROCESSING AND CERTIFICATION 0250-0000 Image Processing System - Scanner Operator Log Manual or computer-generated logs of documents scanned into an image processing system, recording identity of scanner operator, scanner, time, date, and document(s) scanned. Maintained as hardcopy or microfilm. Retain for the retention period of the associated records
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 20 OF 24 0251-0000 0252-0000 0253-0000 0254-0000 0255-0000 0256-0000 0257-0000 0258-0000 Image Processing System - Audit Reports Manual or computer-generated report of audit(s) of contents and functions of an image processing system. An external copy to be maintained as hardcopy or microfilm. Image Processing System - Initial Certification or System Revocation Agency image processing system initial certification or revocation, as granted by the State Records Committee. File contains: initial certification, evaluation, application (copy), correspondence, revocation notification, and supporting documentation. A copy is maintained by the Division of Archives and Records Management, Department of State. Image Processing System - Annual Review Agency image processing annual review, as specified by the State Records Committee upon initial certification. File contains: annual review, correspondence, and supporting documentation. A copy is maintained permanently by the Division of Archives and Records Management, Department of State. Image Processing System - Quality Control/Error Inspection Log A log denoting an error(s) detected in either a random or routine quality control inspection of a scanned document batch. Batching Information Data Sheet Form can be used when there are questions about a bill. Includes: agency identification information, record series information, batching data, and estimated time of completion. District Three Year Technology Plan Comprehensive plan detailing a school district s implementation of technology throughout the district. A copy is kept by the Department of Education. County Technology Plan County-wide committee report to the Department of Education of goals for the technology in the county s local school districts. File also includes an inventory of the hardware and software in use. A copy is kept by Department of Education. Nonpublic School Technology Initiative Program A program authorizing aid to be paid to school districts for technology throughout the nonpublic school. The program includes administrators, information technology staff, teachers, and school library media personnel. A copy is kept by the Department of Education. 7 yrs Permanent Permanent As updated Upon remediation and verification Upon completion of batch 7 yrs 7 yrs 7 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 21 OF 24 SECURITY: Child and Youth Protection 0300-0000 0301-0000 0302-0000 Criminal History and Review/Employment Background Investigation File (Copy) The file may contain but is not limited to the following: Criminal History and Review, Transmittal for Non-Criminal Employment Check, Application Request for Emergent Hiring, Application Request for Emergent Hiring Pending Completion of Criminal History Check, Resolutions for Emergent Hires (Copy), Emergent Hires Form, Applicant Authorization and Certification Professional and Nonprofessional Employee, Applicant Authorization and Certification School Bus Driver, District/Contractor Employee Roster, Employee Roster Professional and Nonprofessional, Fingerprint Card Verification Notice, Fingerprint Receipts (New Jersey State Police and the Federal Bureau of Investigation), additional supporting identity management and biometric identification (fingerprint, iris, and facial recognition), Transmittal Professional and Nonprofessional Employee, Transmittal School Bus Driver, Verification of Issuance of Approval Letter, Disqualification Letter, and supporting documentation. Original is kept by the Department of Education and a copy is kept by the contractor and the employee. (NJSA 18A: 6-7.4) *NOTE: Due to its confidential nature, this file should remain separate from and not cross-referenced with the Employee File/Jacket. Megan s Law Notifications from County Prosecutor Letter from the Office of the County Prosecutor to the school district, notifying them of potential sex offenders residing within the district boundaries. Memorandum of Agreement Between Education and Law Enforcement Officials and Annual Updates An annual agreement between the school district and local police department that addresses standards, procedures, principles and policies with regard to law enforcement activities on school grounds and the reporting of offenses by school officials to law enforcement. Originals also kept by the Office of the Executive County Superintendent of Schools, the Local Police Department, and the Office of the County Prosecutor. 3 yrs from qualification or disqualification 75 yrs 3 yrs after renewal of agreement
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 22 OF 24 Department of Children and Families, Institutional Abuse Investigation Unit - 0303-0000 Investigation Memos to School Districts Letter from the Department of Children and Families of findings of alleged abuse of a student by a school employee. 0304-0000 Violence, Vandalism, and Substance Abuse File (Electronic and Hardcopy) 6 yrs after termination of employment 0304-0001 Violence, Vandalism, and Substance Abuse File - Violence, Vandalism, and Substance Abuse File Incident Report* Statistical Data Only (Copy) Original maintained by the Department of Education. *NOTE: A Student Incident Report kept in the Mandated Student Record and on file with the Local Police Department, is to be retained for 100 years. 0304-0002 0305-0000 Violence, Vandalism, and Substance Abuse File Data and Report File (Copy) A cumulative report file that contains but is not limited to: Annual Report of Violence, Vandalism, and Substance Abuse Board Minutes (Copy); Transcripts of Public Meetings (Copy); Department of Education Program Verification Letter; Violence, Vandalism, and Substance Abuse Statistical Report; Monthly Report of Violence, Vandalism, and Substance Abuse PL 1982, c. 163); Annual Report of Violence, Vandalism, and Substance Abuse (PL 1982, c. 163); and supporting documentation. Child Find Follow-Up (Copy) For security purposes, document that verifies students enrollment and attendance in school in the event of an incident. Original is maintained by the Office of the Executive County Superintendent of Schools. 7 yrs 7 yrs 3 yrs 0306-0000 School Surveillance Tapes Inside and Outside of School Routine, No Event Note: In the event of a Criminal Act or Homicide, the Surveillance Tapes would be maintained by the Local Police Department. 31 days
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 23 OF 24 School Safety and Security Plan/Crisis and Emergency Management Plan District Wide (Electronic and Hardcopy) File pertaining to the school security initiatives and emergency/crisis management plans to be instituted to enhance school security and in the event of 0307-0000 a school crisis or emergency. File includes but is not limited to: safety manuals, safety policies and procedures, bomb threat response, non-fire evacuation, active shooter response, lock down procedures, School Safety and Vulnerability Checklist, and supporting documentation. Documentation originates from the NJ State Police and the Department of Education. 0307-0001 School Safety and Security Plan/Crisis and Emergency Management Plan District Wide (Original) 0307-0002 School Safety and Security Plan/Crisis and Emergency Management Plan District Wide (Copy) 0308-0000 Emergency Evacuation Plan District Wide 0308-0001 Emergency Evacuation Plan District Wide (Original) 3 yrs after update As updated 3 yrs after update 0308-0002 Emergency Evacuation Plan District Wide (Copy) 0309-0000 Keeping Our Kids Safe Program A program that provides requirements for the development and implementation of comprehensive plans, procedures and mechanisms that provide for school safety and security Gang Awareness Training for School Administrators Department of Education 0310-0000 and Office of the County Prosecutor (NJSA 52:17B-4.7) 0311-0000 School Security Incident Report Statistical Only (Copy) (Electronic and Hardcopy) A time sensitive report of incidents occurring in a school district, such as a bomb threat, intruder invasion, lock down, school evacuation, school shooter, fire, gang activities, student or staff arrest, health-related, internet site, sexual misconduct, missing student, and vehicle accident. A nonpersonal-identifying, general statistical data collected by a school district for submission to the Department of Education. File contains but is not limited to: statistical data, correspondence, and supporting documentation. Original maintained by the Department of Education. As updated 7 yrs 6 yrs after termination of employment 7 yrs
RETENTION AND SCHEDULE # SCHEDULE # PAGE # M700101 001 24 OF 24 0312-0000 School Security Incident Report Actual Incident (Copy) (Electronic and Hardcopy) A time sensitive report of incidents occurring in a school district, such as a bomb threat, intruder invasion, lock down, school evacuation, school shooter, fire, gang activities, student or staff arrest, health-related, internet site, sexual misconduct, missing student, and vehicle accident. File contains but is not limited to: statistical data, incident report, law enforcement correspondence, and supporting documentation. Original maintained by the Local Police Department. 0312-0001 School Security Incident Report Criminal 7 yrs 0312-0002 School Security Incident Report Homicide Permanent Permanent